About Databases

The gathering, processing and use of information relating to the operations of your organisation are vital to its success, especially to manage its relationships.

Also vitally important, when sharing information between colleges, is to keep information up to date and accurate.

Many organisations use a paper system in combination with multiple spreadsheets. These often take up valuable time to locate a file then we have to find the information we are looking for. Paper files can be misfiled and files do become so large that they are unwieldy.

Paper or spreadsheet systems are easy to make changes to, but often, when used by multiple workers, changes are made with out explanations, valuable pieces of paper are removed or become lost, electronic files are easily duplicated, so the wrong files are changed/updated, and can be deleted which only exasperates any search for information, especially at key times.

Database applications, with its ability to organise, process and manage your information in a structured and controlled manner, that makes tasks easier and its users become more efficient which is key to many aspects of an organisations efficiency.

What is a database?

A database is a collection of data which has been organised so that a computer program can quickly locate an item of data or information within its structure.

Databases are designed to store and manage data in a controlled and structured manner.

Single-card file indexes can be simple to use, but requires more effort to cross-reference information held in two separate files.

A relational database makes use of common ‘keys’ to tie related information together.

As an organisation, the more you know about your clients or contacts the better, so the gathering, storing and processing of information using databases can give you a distinct advantage to deliver your services efficiently.

The gathering, storage and processing of customers’ personal data must comply with data protection legislation, even in its paper form.

What are the benefits of a database

Many of us do not have the time or resources available to gather and process large quantities of information. It is not always obvious what information is potentially valuable, so we gather as much, relevant, data as possible. It is how we work with or use this information that will help us with specific operational problems or shape future strategies.

Using a database application for the storage of data, that is built up over time, will become increasingly useful and valuable. When coupled with the disciplines required to gather, enter and process such data we can help ensure our organisation runs in a consistent and managed way.

Some of the advantages of using database applications include:

  • reducing the amount of time spent managing information
  • the easy sharing of information between workers
  • the ability to analyse data in a variety of ways
  • the promoting of a disciplined approach to data collection
  • turning disparate information into a valuable resource
  • it improves the quality and consistency of information
  • it improves data accuracy

What types of database are there?

Databases generally have one of two basic forms:

  • single-file or ‘flat file’ database (Spreadsheets)
  • multi-file relational or ‘structured’ database.

The type of database system or tool that you require depends on a number of factors, such as:

  • the complexity of the data involved
  • the quantity of data to be stored and processed
  • whether the data needs to be accessed and amended by more than one person simultaneously

If your requirements are simple – e.g. monitoring the names and addresses of around 100 clients and contacts – you might find that a spreadsheet might be all you need.

However, if your needs become more complicated and you need to sort and search large amounts of data of a variety of types and reasons, and/or, if you need to implement processes consistently across the organisation, then a database application should be considered to address your particular needs.

What type of database do you need?

Whether your organisation would benefit from database technology largely depends on the volume of information you process, the importance of consistent organisational processes and the number of people who need to access and use the information.

The number of people you need to share information with simultaneously is a key factor. While a spreadsheet may be viewed by several people at once, generally only one person at a time can make amendments to it. With a database application several people can access and amend different individual records at the same time. This makes the data store more of a valued, shared resource.

Small flat file database packages are generally inexpensive to buy or use, but they are limited in their capabilities so tend to be more expensive in time, high in communication errors, low in consistency and efficiency. Usually only one person can access and amend the data at a time.

A simple database system is unlikely to offer sophisticated data processing or manipulation that is vital for today’s reporting needs, especially to funders, so turning a simple task into a long laborious and frustrating task which only encourages task delay/lethargy rather than task completion.

Potential drawbacks of database development

One of the main benefits of database development is the ability to build applications that are tailored specifically to your requirements. However, the development of database applications can be expensive and time-consuming.

You can develop your own database applications in-house but, the skills required are often quite extensive. You may not have the necessary skills available to undertake your own systems development and will have to consider employing outside help.

The basic tasks required to build an database application include:

  • initial consultancy
  • analysis of requirements
  • system specification
  • database design
  • programming
  • testing
  • implementation
  • training
  • ongoing maintenance

Building a database application is unlikely to be a quick process and because there are so many steps involved, the costs can escalate which incurs risk to your organisation and also can be a large investment in both time and money.

Click here for a list of objectives to consider when looking for a database.